Phone: (435) 227-5514

Terms and Conditions

TERMS AND CONDITIONS OF SERVICE FOR BACKROAD GATHERINGS LLC

Effective Date: July 16, 2025

Please read these Terms and Conditions (“Terms”) carefully before using the services provided by Backroad Gatherings LLC (“we,” “us,” or “our”), an event rental service based in Southern Utah. By accessing our website, making a booking, or utilizing our rental equipment, you (“Client” or “Lessee”) agree to be bound by these Terms. If you do not agree to these Terms, you may not use our services.

1. DEFINITIONS

Backroad Gatherings (Lessor): Refers to Backroad Gatherings LLC, the owner and provider of the rental equipment.

Client (Lessee): Refers to the individual or entity renting equipment from Backroad Gatherings.

Equipment: Refers to all items rented by the Client from Backroad Gatherings, including but not limited to tables, chairs, linens, and garbage bins, as specified in the Rental Agreement.

Rental Agreement: The specific document outlining the details of a booking, including rented items, dates, pricing, and services, which incorporates these Terms and Conditions by reference.

Rental Period: The duration from the time the Equipment is delivered to the Client until the time it is picked up by Backroad Gatherings, as specified in the Rental Agreement.

Site: Refers to our website, www.backroadgatherings.com.

2. RENTAL AGREEMENT & BOOKING PROCESS

  • 2.1. All rentals are subject to availability. A booking is confirmed only upon Backroad Gatherings’ receipt of a signed Rental Agreement (including electronic signature via our website form) and full payment of the required Security/Damage Deposit.
  • 2.2. The specific details of the rental (Equipment, dates, pricing, services) will be outlined in a separate Rental Agreement provided to the Client. These Terms and Conditions are incorporated by reference into every Rental Agreement.
  • 2.3. Backroad Gatherings reserves the right to decline any rental request at its sole discretion.

3. PRICING, FEES, AND PAYMENT TERMS

  • 3.1. Pricing: All rental prices are as quoted by Backroad Gatherings and specified in the Rental Agreement.
  • 3.2. Base Rental Fee: The standard rate for the “Signature Event Package” is $500.00 for the first day of rental.
  • 3.3. Second Day Option: An additional fee of $300.00 applies if the Client opts for an extended rental period, as specified in the Rental Agreement.
  • 3.4. Professional Setup & Takedown Service: An additional flat fee of $175.00 applies if the Client opts for this service, as specified in the Rental Agreement.
  • 3.5. Long-Distance Delivery Fee: Delivery is complimentary within Backroad Gatherings’ standard service area 25-mile radius from Cedar City. For locations beyond this radius, an additional per-mile charge (e.g., $4.00 per mile) will apply, as specified in the Rental Agreement.
  • 3.6. Sales Tax: Applicable Utah sales tax (currently 6.75% for Cedar City, subject to change based on event location) will be added to all rental charges and services, as required by law.
  • 3.7. Security/Damage Deposit: A refundable Security/Damage Deposit of $200.00 is required upon booking. This deposit is held to cover potential damage, loss, excessive cleaning, or late return fees. The deposit will be refunded within 5 business days following the event, provided all rented items are returned in the same condition as received (minus normal wear and tear), and all terms of this Agreement are met. Deductions will be itemized.
  • 3.8. Payment Schedule: * The Security/Damage Deposit is due upon booking to confirm the reservation. * The remaining balance of the Total Rental Charge is due no later than 7 days prior to the Event Date.
  • 3.9. Late Payment: Failure to make payments by the due date may result in the cancellation of the reservation without refund of any prior payments, or the assessment of late fees as determined by Backroad Gatherings.

4. DELIVERY AND PICKUP

  • 4.1. Delivery: Backroad Gatherings will deliver the Equipment to the specified Event Location Address on the Delivery Date within the agreed-upon time window.
  • 4.2. Accessibility: Client must ensure the delivery and pickup areas are clear, accessible, and free of obstacles (e.g., stairs, narrow paths, uneven terrain) that may hinder safe and efficient transport of Equipment. Any delays or additional labor required due to inaccessible sites may incur additional charges.
  • 4.3. Receipt of Items: Client or an authorized representative must be present at the time of delivery to inspect and accept the Equipment. By accepting delivery, Client acknowledges receipt of all items listed in the Rental Agreement in good, clean, and working condition. Any discrepancies or damages must be noted immediately upon delivery and reported to Backroad Gatherings.
  • 4.4. Pickup: Client is responsible for ensuring all rented Equipment is gathered, neatly stacked/packed (if setup/takedown service is not selected), and placed at the designated pickup location by the agreed-upon pickup time. Equipment must be in the same condition as received, save for normal wear and tear.

5. OPTIONAL PROFESSIONAL SETUP & TAKEDOWN SERVICE

  • 5.1. If the Professional Setup & Takedown Service is selected and paid for, Backroad Gatherings will: * Setup: Arrange all tables and chairs according to the Client’s provided layout instructions, and meticulously drape all linens. Layout instructions must be provided to Backroad Gatherings no less than [e.g., 72 hours] prior to the Delivery Date. * Takedown: After the event, efficiently dismantle and pack all rented Equipment, leaving the venue clear.
  • 5.2. This service does not include placement of Client’s personal decor, floral arrangements, catering items, or trash removal from the venue. Trash bins must be emptied of any trash..

6. USE OF EQUIPMENT

  • 6.1. Proper Use: Client agrees to use the Equipment only for its intended purpose and in a safe and responsible manner.
  • 6.2. Protection: Client is responsible for protecting the Equipment from adverse weather conditions (rain, wind, extreme heat/cold), theft, loss, and misuse during the Rental Period.
  • 6.3. Prohibited Activities: No painting, gluing, permanent alterations, or excessive force is permitted on any rental items. Chairs are for seating only and should not be stood upon.
  • 6.4. Linen Care: Linens must be returned free of excessive food debris, mold, mildew, or irreparable damage. Client understands that replacement costs will apply for irreparable damage or loss.

7. DAMAGE, LOSS, AND EXCESSIVE CLEANING POLICY

  • 7.1. Client is responsible for any damage to or loss of Equipment beyond normal wear and tear occurring during the Rental Period, regardless of cause. This includes, but is not limited to, chips, cracks, breaks, severe or permanent stains, burns, tears, or missing items.
  • 7.2. Costs for repair, replacement, or excessive cleaning will be deducted from the Security/Damage Deposit. If such costs exceed the deposit amount, Client agrees to pay the difference upon receipt of an itemized invoice from Backroad Gatherings.
  • 7.3. Replacement Costs (Examples, subject to change): * 60″ Round Folding Table: [Your current replacement cost, e.g., $150.00] * White Folding Chair: [Your current replacement cost, e.g., $25.00] * Tablecloth (Black or White): [Your current replacement cost, e.g., $20.00] * 25-Gallon Garbage Bin: [Your current replacement cost, e.g., $30.00]
  • 7.4. Excessive Cleaning: Equipment returned with excessive dirt, food, mold, or other contaminants requiring specialized cleaning beyond standard laundering will incur an additional cleaning fee, deducted from the Security/Damage Deposit.

8. CANCELLATION POLICY

  • 8.1. Full Refund: Client may cancel the Rental Agreement and receive a full refund of all payments, including the Security/Damage Deposit, if written notice of cancellation is received by Backroad Gatherings 30 (thirty) days or more prior to the scheduled Delivery Date.
  • 8.2. Partial Refund/Fee: * Cancellations made between 10 and 29 days prior to the Delivery Date will result in a forfeiture of the Security/Damage Deposit. * Cancellations made less than 10 days prior to the Delivery Date will result in forfeiture of the Security/Damage Deposit and $100 of the Total Rental Charge.
  • 8.3. No Refund: No refunds will be issued for cancellations made day before, day of, or after the Delivery Date.

9. LIMITATION OF LIABILITY & INDEMNIFICATION

  • 9.1. Client acknowledges that the use of rental equipment carries inherent risks. Backroad Gatherings LLC is not responsible for any damage, injury, or loss of any kind arising from the use, misuse, or installation of the rented Equipment by the Client, Client’s guests, or any third party.
  • 9.2. Client agrees to indemnify, defend, and hold harmless Backroad Gatherings LLC, its owner (James [Your Last Name]), and employees from any and all claims, demands, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or in connection with the use, possession, operation, or transportation of the rented Equipment during the Rental Period, including but not limited to, personal injury, property damage, or death.

10. CLIENT’S INSURANCE RESPONSIBILITY

Client acknowledges that Backroad Gatherings LLC’s insurance coverage does not extend to Client’s event liability. Client is responsible for obtaining any necessary insurance (e.g., event liability insurance, homeowner’s insurance) to cover any accidents, injuries, or damages that may occur at their event related to the use or presence of the rented Equipment.

11. FORCE MAJEURE

Backroad Gatherings LLC shall not be liable for any failure or delay in performance under this Agreement due to circumstances beyond its reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, strikes, labor disputes, natural disasters, epidemics, government regulations, or severe weather conditions rendering delivery or pickup unsafe or impossible. In such an event, Backroad Gatherings will make reasonable efforts to reschedule the rental or provide a credit for future services, at its sole discretion. No refunds will be issued for cancellations due to force majeure events.

12. GOVERNING LAW & DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of Utah, without regard to its conflict of law principles. Any disputes arising under this Agreement shall be resolved in the appropriate courts located in Iron County, Utah.

13. ELECTRONIC SIGNATURE & ENTIRE AGREEMENT

  • 13.1. Client agrees that an electronic signature provided through Backroad Gatherings’ website (via WPForms Digital Signature Add-on) has the same legal force and effect as a handwritten signature.
  • 13.2. This Agreement, including the Rental Agreement and any attachments or addenda, constitutes the entire agreement between the parties and supersedes all prior discussions, negotiations, and agreements, whether oral or written. Any modification to this Agreement must be in writing and signed by both parties.

14. SEVERABILITY

If any provision of this Agreement is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.

15. CHANGES TO TERMS

Backroad Gatherings reserves the right to update or modify these Terms and Conditions at any time. Any changes will be effective immediately upon posting on our Site. It is the Client’s responsibility to review these Terms periodically. The Terms in effect at the time of booking will apply to that specific Rental Agreement.

16. CONTACT INFORMATION

For any questions regarding these Terms and Conditions or our services, please contact us:

Website: www.backroadgatherings.com

Email: [email protected]

Phone: (435) 227-5514